Use the Change Orders log to enter changes or add new items to the schedule. For more information on the fields described below, see the Change Order Document Window.
Prerequisites:
This procedure explains how to add a change order directly in the change orders module. You can only do this if you enabled the feature. You can also add a change order using Change Management.
Add the Change Order:
Expand the Contract Information folder and click Change Orders to open the Change Orders Log Window.
Click Add Document to open a Change Order Document Window.
On the General tab:
Select the change type from the Type drop-down list.
Click Select Contract next to the Contract field to open the Select Contract Dialog Box, and choose the contract to which this change applies. This information will be carried through the rest of the change order.
When you select a contract, the To field will be filled in with the contact information for the contract. To change this, click Select To next to the To field, and then select the appropriate contact to inform about the change.
When you select a contract, the From field will be filled in with the information for the contact initiating the change. To change this, click Select From next to the From field, and choose the appropriate contact that is initiating the change. Click Switch to switch the contacts in the To and From fields.
The Number field is filled with the number for the change order.
In the Title field, enter a title for the change document.
Click Select Date next to the Date field is filled with the current date. To change the date, use the calendar, and choose the date the change process began.
On the Review Status tab:
Mark the Use Approval Process field to enable the approval process.
Click Select Document Owner next to the Document Owner field and select the document owner.
Click Select Ball in Court next to the Ball in Court field and choose the ball in court contact.
From the Priority drop-down list, choose the priority for the change order.
From the Status drop-down list, choose the status for the change order.
To approve a change order, at least two contacts must sign off on the order. Click Select Contact and Select Date and enter the information for two contacts that approve the order. Once two contacts are entered, click Approve and Save to approve the order.
On the Summary tab:
The Summary tab displays a summary of the costs associated with the contract to which this change order is linked.
On the Details subordinate tab, click Update Totals to recalculate the fields in this section from the change documents related to the linked contract.
Select the Include Pending Changes option to total the sum of all changes that have been filed but not yet approved for the linked contract.
On the Markup for Changes subordinate tab you can apply overhead and profit values to the change order.
Click Add Markup or Add Subtotal to open the Markup Dialog Box to add markup or markup detail.
Click Get Markup to populate the fields on the Markup for Changes tab.
Click Organize Rows to set the order in which you want the markup categories applied to the document.
On the Collected Changes subordinate tab you can view information about proposals and change orders collected into this change order. Click the document icon to open the collected document.
On the Line Items tab:
Use the Line Items tab to enter itemized changes for the change order.
Click Add Lump Sum to open the Contract Item/Lump Sum/Unit Price Dialog Box to enter lump sum line item rows for this change order.
Click Add Unit Price to open the Contract Item/Lump Sum/Unit Price Dialog Box to enter unit price line item rows for this change order.
Click Copy from Contract to open the Copy From Contract Dialog Box to copy the line items from the linked contract to this change order.
Click Collect from Changes to open the Collect Changes Dialog Box to Collect Changes into a Change Order into this one. (The Collected Changes section also appears.)
Note: Change orders entered directly in the Change Orders module must have at least one change collected into it. (Change orders entered in Change Management have different options.)
On the Details tab:
Enter any detailed information in the Description field.
From the Spec Section drop-down list, choose the spec code.
Click Select Date next to the Required Date field and choose a required date.
Click Select Date next to the Acknowledged Date field and choose an acknowledged date.
From the Reason for Change Order drop-down list, choose a reason code for the change.
In the Initiator Log Number field, enter the number associated with the person initiating the change order.
In the Respondent Log Number field, enter the number associated with the person who should respond to the change order.
On the Schedule tab:
The Schedule tab is used only when the project is connected to a P6 EPPM database.
Click Select next to the Activity ID field to open the Select Activity Dialog Box and select the activity associated with the change. Then select the appropriate activity.
Click Select Date next to the Start and Finish fields and select a date for each.
On the Custom Fields tab:
The Custom Fields tab enables you to define additional information about a project. Define the custom fields by right-clicking on the top-level folder (All Projects), and choosing Custom Fields.
On the Issues tab:
Click Link and link any issues to the change document.
On the Attachments tab:
On the Attachments tab you can do the following:
Click Attach File to open the Attach File Dialog Box to attach a file to the document.
Click Attach from Repository to open the Attach Document Dialog Box, which you can use to attach a document from the content repository. These documents are external to Contract Management, and are not part of the documents created in Contract Management. This will not display unless the administrator set the Contract Management project content management properties to use the Repository. See Configure the Content Management Version Document and Attachment Feature for more information.
Click Attach URL to open the Attach URL Dialog Box to attach a web address to the document. Click Save when finished.
Note: If you are using Firefox, and if the Attachment Storage Type for the project is set to File Server in the Contract Management Administration application, then you cannot attach files while the I am currently connected to the file server option in the User Settings dialog is selected. To open the User Settings dialog, navigate to the Control Center, right click All Projects, and then click User Settings.
On the Versions tab:
You can maintain different versions of the change orders document on the Versions tab. Once you save changes to your document, choose Select an action, Version Document to create a new version of the current document. For more information about versions, see Version Document Overview. This tab is only visible when the document is opened in view mode, not in edit mode.
Save the document:
When you finish adding the change order, click Save.
to open a Change Order Document Window.
next to the Contract field to open the Select Contract Dialog Box, and choose the contract to which this change applies. This information will be carried through the rest of the change order.
to switch the contacts in the To and From fields.
next to the Date field is filled with the current date. To change the date, use the calendar, and choose the date the change process began.
next to the Activity ID field to open the Select Activity Dialog Box and select the activity associated with the change. Then select the appropriate activity.
